Rajeev Pentyala – Microsoft Power Platform

We can now include the access team templates in a solution so they can be imported and installed in another environment.

 This eliminates the manual process to re-create the access team templates in the other environment.

In this article, I will explain the basics of Access Teams along with the pain points before this feature was released.

What are Access Teams:

An Access team doesn’t own records and doesn’t have security roles assigned to the team. The team members have privileges defined by their individual security roles and by roles from the teams in which they are members.

Consider Access Teams,

• When the teams are dynamically formed and dissolved.
• The number of teams isn’t known at the design time of your Dataverse system.

Earlier pain points with Access Team Template:

• Team Templates were not solution aware, which resulted in them not moving with customizations when solutions were deployed.
• You have to move the team templates before you import your customization.
• You cannot add them to your solution, you cannot move them with the import utility, and you cannot move them with the Configuration Migration Utility in the SDK.
• You have to rely on 3rd party libraries, like this XrmToolBox extension mentioned here

In this article, we will learn how to enable ‘Access Teams’ for the ‘Account’ entity, add the ‘Access Team’ grid to the Account form, and then include the ‘Access Teams’ in a Dataverse solution.

Enable a Table/Entity for access teams:

In order to use ‘Access Teams’, you need to enable the feature for the Table/Entity. Here are the steps to enable it:

Make sure you have the System Administrator or System Customizer security role or equivalent permissions.

• Sign in to the Power Platform admin center as an admin
• Select an environment and go to Settings > Templates > Access team templates.

• It will open up a ‘Team Templates’ window as shown below. On the command bar, select More Commands (…), select Customize Entity.

• In the navigation pane, expand Entities, and then choose the entity you want to use in the team template.
• On the Entity Definition form, in the Communication & Collaboration section, select the Access Teams checkbox.
• On the Actions toolbar, select Save and Publish.

Create a team template:

With the ‘Access Teams’ feature enabled for the ‘Account’ table, we can now proceed to create a Team Template.

• From the ‘Team Templates’ window, click on ‘New’.
• Select ‘Account’ from ‘Entity’ dropdown and choose the ‘Access Rights’ and save the record.
  • I’ve named my ‘Team Template’ as ‘Account Access Team‘

Add the team template to the Account form:

Now that we have enabled the ‘Access Team’ feature for the ‘Account’ table and created a ‘Team Template’ named ‘Account Access Team‘, we can proceed to add the ‘Account Access Team‘ to the Account form.

• From the Maker Portal, select the solution where ‘Account’ is part of.
• Open the ‘Account’ form.
• Add a Subgrid with following properties
  • Uncheck the ‘Show related records’.
  • Select Table as ‘Users’.
  • In the Default View drop-down list, select Associated Record Team Members.
  • In the Team Template drop-down list, select the Account Access Team.

• Save and Publish.
• When you open an ‘Account’ record, you can see the ‘Account Access Team‘ grid and you can go ahead and add desired Users.

Adding the Account Access Team template to Solution:

Now, let’s dive into the main topic of ‘Adding Access Team Templates to a Solution.’ I will show you how to add the ‘Account Access Team‘ template to a Solution.

• From the solution, click on ‘Add existing’ -> More -> Team template

• Choose the Account Access Team template from the list and click ‘Add’.

• You should see the Account Access Team part of the solution now.

• Now you can seamlessly move the Account Access Team to any target environment using Solution export and import.

🙂